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Collection notices (historical)

From time to time proposed new uses of data may arise which were not anticipated at the time the student or staff collection notice was made available. Where such situations arise HESA and its data controllers in common will consider the new proposed use and where appropriate take advice to ensure that the proposed new use is fair and lawful. HESA’s latest collection notices at www.hesa.ac.uk/fpn set out how data from the HESA Student record and HESA Staff record are currently being used. HESA’s previous collection notices are set out below.

Previous Student Collection Notices

Please note - the notices in the page below are partially updated automatically when the list of Purpose 1 - Public Functions data controllers is changed. To see the exact notice disseminated on the indicated date please download the PDF version.

28 June 2016 to 26 June 2017

HESA_Student_Collection_Notice_2016-17.pdf

Student collection notice 2016-2017

Note: Reference in this notice to "we" and "us" refers to the higher education provider which you attended.

Student and leaver surveys

Your contact details may be passed to survey contractors to carry out the National Student Survey (NSS) and surveys of student finances, on behalf of some of the organisations listed below under Purpose 1. These organisations and their contractors will use your details only for that purpose, and will then delete them.

After you graduate we may contact you to ask you to complete one or more surveys into the outcomes of higher education and your activities after graduation. These surveys may be undertaken by us or by another specialist organisation contracted for that purpose. If a specialist organisation is used that organisation will receive your contact details, but will only use your details for the purpose of asking you to complete the survey, and will then delete them. You may also be contacted as part of an audit to check that we or any contracted organisation have undertaken these surveys properly.

If you do not want to take part in any of these surveys, please let us know

Submission of your information to the Higher Education Statistics Agency (HESA)1

Every year we will send some of the information we hold about you to HESA (“your HESA information”). HESA is the official source of data about UK universities, higher education colleges, alternative HE providers, and recognised higher education courses taught at further education institutions in Wales. HESA collects, and is responsible for, the database in which your HESA information is stored. HESA is a registered charity and operates on a not-for-profit basis. HESA uses your HESA information itself for its own purposes. HESA also shares information from your HESA information with third parties. It may charge other organisations to whom it provides services and data. HESA's use of your HESA information may include linking information from it to other information, as described further below. HESA information is retained indefinitely by HESA for statistical research purposes. All uses of HESA information must comply with the Data Protection Act 1998.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment or religion these may be included in your HESA information and used to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Some other sensitive information is used to enable research into the provision of fair access to higher education, for example information as to whether you are a care leaver.

If you are enrolled at a higher education provider in England regulated by the Higher Education Funding Council for England your HESA information will include details of any financial support you may receive from us.

Your sensitive information will not be used to make decisions about you.

Purposes for collecting your HESA information

Your HESA information including linked data is used for four broad purposes:

Purpose 1 - Public functions

Education statistics and data

Your HESA information is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of your HESA information under the terms of the Data Protection Act (this link explains what this means). Such organisations may include:

  • Department for Education
  • Department for Business, Energy and Industrial Strategy
  • Welsh Government
  • Scottish Government
  • Department for the Economy, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Research Councils
  • Education Funding Agency
  • Skills Funding Agency
  • National College for Teaching and Leadership
  • National Health Service bodies and organisations working with them e.g. Health Education England
  • General Medical Council
  • Office For Fair Access
  • Quality Assurance Agency for Higher Education

and any successor bodies. These bodies may retain HESA information indefinitely for statistical research purposes, or for fixed terms depending on the terms of their data sharing agreements with HESA.

Other uses

Your HESA information may also be used by some organisations who are also data controllers in common to help carry out public functions that are not connected with education. Such uses may include the following:

  • Measurement of population levels and migration by the Office for National Statistics, National Records of Scotland and the Northern Ireland Statistics and Research Agency
  • Monitoring of public expenditure by the National Audit Office
  • Monitoring of the accuracy of electoral registers by Electoral Registration Officials.

Purpose 2 - Administrative uses

Fraud detection and prevention - Your HESA information may be used to audit claims to public funding and student finance, and to detect and prevent fraud.

Previous study - If you are enrolled at a higher education provider in England: The Higher Education Funding Council for England (HEFCE) may share your previous education records with us, including HESA information submitted by other institutions, to determine the nature of any prior higher education study, including your current qualifications. This may be used to make decisions about the fees you are required to pay, the support available to you or the availability of a place for you to study with us.

Your HESA information will not be used to make decisions about you other than for those uses outlined under Purpose 2.

Purpose 3 - HESA publications

HESA uses your HESA information to produce and publish information and statistics. This includes some National Statistics publications and online business intelligence and research services. HESA will take precautions to ensure that individuals are not identified from any information which is processed for Purpose 3.

Purpose 4 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers in common (see Purpose 1) may also supply information to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students.

Users to whom information may be supplied for Purpose 4 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists.

Information supplied by HESA to third parties within Purpose 4 is supplied under contracts which require that individuals shall not be identified from the supplied information. A copy of HESA’s current agreement for the supply of information is available here.

HESA student information may be linked to school and/or further education college information and supplied to researchers. A copy of the Agreement for the supply of linked data about pupils from schools in England is available here.

Linking of your HESA information to other information

As indicated above, where HESA and organisations covered by Purpose 1 use HESA information this may include linking HESA information to other information for example:

  • UCAS data
  • National Student Survey data
  • School and Further Education data
  • Student Loans Company data
  • Qualification Awarding Bodies data
  • Tax, Benefits, and Employment data. (Guidance on the use of HESA records matched to Tax, Benefits and Employment data is available here).

Where HESA provides information from your HESA information to third parties under Purpose 4, the permitted uses of the information by a third party may include linking HESA information to other information held by the third party. Permission for such use is considered on a case by case basis. It is only given where the linking is for the purposes outlined in Purpose 4 and subject to the requirement not to carry out linking to identify individuals.

Destinations information for schools and colleges – If you attended a school or college in England linked data may be disclosed to the last school or college you attended (or its successor body) and to Ofsted to enable them to assess the outcomes of secondary education.

The HESA Initial Teacher Training record (ITT)

If you are on an ITT or EYITT course at a higher education provider in England, HESA will collect additional information about you and provide this to The National College for Teaching and Leadership (NCTL).

ITT or EYITT courses are those that lead to Qualified Teacher Status (QTS) or Early Years Teacher Status (EYTS)

NCTL is an executive agency of the Department for Education (DfE) and for the purposes of the Data Protection Act 1998 DfE and HESA are data controllers in common of the ITT record. NCTL will process your personal data for the administration and monitoring of initial teacher training schemes, including the allocation of teacher reference numbers (TRNs). NCTL will contact you to provide confirmation of your TRN and any subsequent award of qualified teacher status. NCTL may share personal data with us, its partners and contractors, including employers, employment agencies, Ofsted, Capita Teachers’ Pensions and the Department for Business, Innovation and Skills (BIS), for this purpose and may link it to other sources of information about you.

About the HESA student collection notice

The HESA Student Collection Notice is regularly reviewed. The most up to date version can be found here. Minor updates to the Student Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose or administrative use) will be made no more than once per year.

Your rights

For further information about data protection and your HESA information please see here. If you have questions about how your HESA information is used please contact [email protected]. Under the Data Protection Act 1998 you have rights of access to the information HESA holds about you. You will have to pay a small fee for this. If you think there is a problem with the way HESA are handling your data you have the right to complain to the Information Commissioner's Office.

05 June 2015 to 28 June 2016

HESA_Student_Collection_Notice_20150605.pdf

Student Collection Notice 2015-2016

Note: Reference in this notice to "we" and "us" refers to the higher education provider which you attended.

STUDENT AND LEAVER SURVEYS

Your contact details may be passed to survey contractors to carry out the National Student Survey (NSS) and surveys of student finances, on behalf of some of the organisations listed below under Purpose 1. These organisations and their contractors will use your details only for that purpose, and will then delete them.

About six months after you graduate, we may contact you to ask you to fill in the Higher Education Statistics Agency (HESA)[1]‘Destinations of Leavers from HE’ questionnaire. You may also be contacted as part of an audit to check that we have undertaken this survey properly. We will not give your contact details to HESA.

You may also be included in longitudinal surveys of leavers in the years after you graduate. If so, we will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them.

If you do not want to take part in any of these surveys, please let us know.

SUBMISSION OF YOUR INFORMATION TO HESA

Every year we will send some of the information we hold about you to HESA (“your HESA information”). HESA is the official source of data about UK universities and higher education colleges www.hesa.ac.uk. HESA collects, and is responsible for, the database in which your HESA information is stored. HESA is a registered charity and operates on a not-for-profit basis. HESA uses your HESA information itself for its own purposes. HESA also shares information from your HESA information with third parties. It may charge other organisations to whom it provides services and data. HESA's use of your HESA information may include linking information from it to other data, as described further below. All uses of HESA information must comply with the Data Protection Act 1998 www.legislation.gov.uk/ukpga/1998/29/contents.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment or religion these may be included in your HESA information and used to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Some other sensitive information is used to enable research into the provision of fair access to higher education, for example information as to whether you are a care leaver.

If you are enrolled at a higher education provider in England regulated by the Higher Education Funding Council for England your HESA information will include details of any financial support you may receive from us.

Your sensitive information will not be used to make decisions about you. Your HESA information including linked data is used for four broad purposes:

Purpose 1 - Public functions

Education statistics and data

Your HESA information is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of your HESA information under the terms of the Data Protection Act (this link explains what this means ico.org.uk/for-organisations/guide-to-data-protection/key-definitions/ ). Such organisations may include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • Education Funding Agency
  • National College for Teaching and Leadership
  • National Health Service
  • General Medical Council
  • Office For Fair Access
  • Quality Assurance Agency for Higher Education

and any successor bodies.

Other uses

Your HESA information may also be used by some organisations who are also data controllers in common to help carry out public functions that are not connected with education. Such uses may include the following:

  • Measurement of population levels and migration by the Office for National Statistics, National Records of Scotland and the Northern Ireland Statistics and Research Agency
  • Monitoring of public expenditure by the National Audit Office
  • Monitoring of the accuracy of electoral registers by Electoral Registration Officials.

Purpose 2 - Administrative uses

Fraud detection and prevention - Your HESA information may be used to audit claims to public funding and student finance, and to detect and prevent fraud.

Previous study - If you are enrolled at an HE provider in England: The Higher Education Funding Council for England (HEFCE) may share your previous education records with us, including HESA information submitted by other institutions, to determine the nature of any prior higher education study, including your current qualifications. This may be used to make decisions about the fees you are required to pay, the support available to you or the availability of a place for you to study with us.

Your HESA information will not be used to make decisions about you other than for those uses outlined under Purpose 2.

Purpose 3 - HESA publications

HESA uses your HESA information to produce and publish information and statistics. This includes some National Statistics publications (www.statisticsauthority.gov.uk/national-statistician/types-of-official-statistics) and online business intelligence and research services. HESA will take precautions to ensure that individuals are not identified from any information which is processed for Purpose 3.

Purpose 4 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers in common (see Purpose 1) may also supply information to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom information may be supplied for Purpose 4 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Information supplied by HESA to third parties within Purpose 4 is supplied under contracts which require that individuals shall not be identified from the supplied information. A copy of HESA’s current agreement for the supply of information is available at www.hesa.ac.uk/bds-details#e. HESA student information may be linked to school and/or further education college information and supplied to researchers. A copy of the Agreement for the supply of linked data about pupils from schools in England is available at www.gov.uk/government/collections/national-pupil-database

LINKING OF INFORMATION IN THE HESA RECORD

As indicated above, where HESA and organisations covered by Purpose 1 use HESA information this may include linking HESA information to other information for example:

  • UCAS data
  • National Student Survey data
  • School and Further Education data
  • Student Loans Company data
  • Qualification Awarding Bodies data
  • Tax, Benefits, and Employment data.

Where HESA provides information from your HESA information to third parties under Purpose 4, the permitted uses of the information by a third party may include linking HESA information to other information held by the third party. Permission for such use is considered on a case by case basis. It is only given where the linking is for the purposes outline in Purpose 4 and subject to the requirement not to carry out linking to identify individuals.

Destinations information for schools and colleges – If you attended a school or college in England linked data may be disclosed to the last school or college you attended (or its successor body) to enable them to assess the outcomes of secondary and further education.

THE HESA INITIAL TEACHER TRAINING RECORD (“ITT”)

If you are on an ITT or EYITT course at a higher education provider in England, HESA will collect additional information about you and provide this to The National College for Teaching and Leadership (NCTL).

ITT or EYITT courses are those that lead to Qualified Teacher Status (QTS) or Early Years Teacher Status (EYTS)

NCTL is an executive agency of the Department for Education (DfE) and for the purposes of the Data Protection Act 1998 DfE and HESA are data controllers in common of the ITT record. NCTL will process your personal data for the administration and monitoring of initial teacher training schemes, including the allocation of Teacher Reference Numbers. NCTL may share personal data with us, its partners and contractors, including employers, employment agencies, Ofsted, Capita Teachers’ Pensions and the Department for Business, Innovation and Skills (BIS), for this purpose and may link it to other sources of information about you.

ABOUT THE HESA STUDENT COLLECTION NOTICE

The HESA Student Collection Notice is regularly reviewed. The most up to date version can be found at www.hesa.ac.uk/fpn. Minor updates to the Student Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose or administrative use) will be made no more than once per year.

YOUR RIGHTS

Under the Data Protection Act 1998 you have rights of access to the information HESA holds about you. You will have to pay a small fee for this. For further information about data protection and your HESA information please see www.hesa.ac.uk/dataprot or email [email protected].

13 May 2014 to 05 June 2015

HESA_Student_Collection_Notice_20140513.pdf

Student Collection Notice 2014-2015

Published 13 May 2014 - replaced with 2015-16 version on 05 June 2015

Note: Reference in this notice to "we" and "us" refers to the higher education provider which you attended.

Your contact details may be passed to survey contractors to carry out the National Student Survey (NSS) and surveys of student finances, on behalf of some of the organisations listed below under Purpose 1. These organisations and their contractors will use your details only for that purpose, and will then delete them.

About six months after you graduate, we will contact you to ask you to fill in the Higher Education Statistics Agency (HESA) ‘Destinations of Leavers from HE’ questionnaire. You may also be contacted as part of an audit to check that we have undertaken this survey properly. We will not give your contact details to HESA.

You may also be included in longitudinal surveys of leavers in the years after you graduate. If so, we will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them.

If you do not want to take part in any of these surveys, please let us know.

SUBMISSION OF YOUR INFORMATION TO HESA

Every year we will send some of the information we hold about you to HESA (“your HESA information”). HESA collects, and is responsible for, the database in which your HESA information is stored. HESA uses this information in its own right, for example to publish statistics about students in higher education. HESA may link information we have provided to other related datasets such as UCAS, NSS, Individual Learner Record and Student Loan Company data (“linked data”). All uses of your HESA information and linked data must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis. It may charge other organisations to whom it provides services and information.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment or religion these may be included in your HESA information and used to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Some other sensitive information is used to enable research into the provision of fair access to higher education, for example information as to whether you are a care leaver.

If you are enrolled at a higher education provider in England regulated by the Higher Education Funding Council for England your HESA information will include details of any financial support you may receive from us.

Your sensitive information will not be used to make decisions about you.

Your HESA information including linked data is used for four broad purposes:

Purpose 1 - Public functions

Education statistics and data

Your HESA information is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of your HESA information under the terms of the Data Protection Act. Such organisations may include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • Skills Funding Agency
  • National College for Teaching and Leadership
  • National Health Service (including Health Education England)
  • General Medical Council
  • Office For Fair Access
  • Quality Assurance Agency for Higher Education

 

and any successor bodies. These organisations may link your HESA information with other information they or other organisations hold. For example:

  • The Department for Education and the Department for Business Innovation and Skills link your HESA information to the National Pupil Database and the Individual Learner Record.
  • Your HESA information is linked to information from the Student Loan Company by the HE Funding Councils.
  • Your HESA information may also be linked to tax information or employment information.

Linked data is used for research into education and its outcomes.

Other uses

Your HESA information may also be used by some organisations to help carry out public functions that are not connected with education. Such uses may include the following:

  • Measurement of population levels and migration by the Office for National Statistics, National Records of Scotland and the Northern Ireland Statistics and Research Agency
  • Monitoring of public expenditure by the National Audit Office
  • Monitoring of the accuracy of electoral registers by Electoral Registration Officials.

Purpose 2 - Administrative uses

Fraud detection and prevention – Your HESA information may be used to audit claims to public funding and student finance, and to detect and prevent fraud.

Your HESA information will not be used to make decisions about you other than for those uses outlined under Purpose 2.

Purpose 3 - HESA publications

HESA uses the HESA Student Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which are processed for Purpose 3.

Purpose 4 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 4 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Information supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied information. A copy of HESA’s current agreement for the supply of information is available at www.hesa.ac.uk/bds-details#e. HESA student information (linked to the National Pupil Database and/or Individual Learner Record held by DfE) may be supplied by HESA through DfE to researchers. A copy of the Agreement for the supply of linked data is available at www.gov.uk/government/collections/national-pupil-database

THE HESA INITIAL TEACHER TRAINING RECORD ("ITT")

If you are on an ITT course at a higher education provider in England, HESA will collect additional information about you and provide this to The National College for Teaching and Leadership (NCTL).

NCTL is an executive agency of the Department for Education (DfE) and for the purposes of the Data Protection Act 1998 DfE and HESA are data controllers in common of the ITT record. NCTL will process your personal data for the administration and monitoring of initial teacher training schemes, including the allocation of Teacher Reference Numbers. NCTL may share personal data with us, its partners and contractors, including employers, employment agencies, Ofsted, Capita Teachers’ Pensions and the Department for Business, Innovation and Skills (BIS), for this purpose and may link it to other sources of information about you.

ABOUT THE HESA STUDENT COLLECTION NOTICE

The HESA Student Collection Notice is regularly reviewed.  The most up to date version can be found at www.hesa.ac.uk/fpn. Minor updates to the Student Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose or administrative use) will be made no more than once per year.

YOUR RIGHTS

Under the Data Protection Act 1998 you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about data protection and your HESA information please see www.hesa.ac.uk/dataprot or email [email protected]

02 May 2013 to 13 May 2014

HESA_Student_Collection_Notice_20130502.pdf

Student Collection Notice 2013-2014

Published 02 May 2013 - replaced with 2014-2015 version on 13 May 2014

STUDENT AND LEAVER SURVEYS

Your contact details may be passed to survey contractors to carry out the National Student Survey (NSS) and surveys of student finances, on behalf of the organisations listed below under Purpose 1. These organisations and their contractors will use your details only for that purpose, and will then delete them.

About six months after you graduate, we will contact you to ask you to fill in the Higher Education Statistics Agency (HESA) ‘Destinations of Leavers from HE’ questionnaire. We will not give your contact details to HESA.

You may also be included in longitudinal surveys of leavers in the years after you graduate. If so, we will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them.

If you do not want to take part in any of these surveys, please let us know.

THE HESA STUDENT RECORD

We will send some of the information we hold about you to HESA. HESA collects, and is responsible for, the database in which your HESA student record is stored. HESA uses this information in its own right, for example to publish statistics about students in higher education. HESA may link information from the HESA student record to other related datasets such as UCAS, NSS and Student Loan Company data. All uses of the HESA Student Record must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis. It may charge other organisations to whom it provides services and data.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment or religion these may be included in the HESA Student Record to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act.

If you are enrolled at a higher education institution in England regulated by the Higher Education Funding Council for England the HESA student record will include details of any financial support you may receive from us to enable research into the provision of fair access to higher education.

Your sensitive information will not be used to make decisions about you.

The HESA Student Record is used for four broad purposes:

Purpose 1 - Public functions

Education statistics and data

The HESA Student Record is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of the HESA Student Record under the terms of the Data Protection Act. Such organisations include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • Skills Funding Agency
  • National College for Teaching and Leadership
  • National Health Service (including Health Education England)
  • General Medical Council
  • Office For Fair Access
  • Quality Assurance Agency for Higher Education

 

and any successor bodies. These organisations may link information from the HESA Student Record with other information they hold. For example the Department for Education and the Department for Business Innovation and Skills link the HESA Student Record to the National Pupil Database and the Individual Learner Record. The Funding Councils link the HESA Student Record to data from the Student Loan Company. Linked data is used for research into education.

Other uses

The HESA Student Record may also be used by some organisations to help carry out public functions that are not connected with education. Such uses may include the following:

  • Measurement of population levels and migration by the Office for National Statistics, National Records of Scotland and the Northern Ireland Statistics and Research Agency
  • Monitoring of public expenditure by the National Audit Office
  • Monitoring of the accuracy of electoral registers by Electoral Registration Officials.

Purpose 2 - Administrative uses

Previous Qualifications -If you are enrolled at an institution in England: We and the Higher Education Funding Council for England (HEFCE) may compare your data to educational records from previous years to help determine the levels of your current qualifications. This may in turn affect the fees you are required to pay or the availability of a place for you to study with us.

Non-EU domiciled students - If you are a non-EU domiciled student HESA may be requested to provide data about you to the United Kingdom's immigration authorities. These authorities may process your personal data in order to carry out their public functions connected with immigration.

Your HESA record will not be used to make decisions about you other than for those uses outlined under Purpose 2.

Purpose 3 - HESA publications

HESA uses the HESA Student Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which are processed for Purpose 3.

Purpose 4 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 4 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA’s current agreement for the supply of data is available at www.hesa.ac.uk/bds-details#e.

THE HESA INITIAL TEACHER TRAINING RECORD ("ITT")

If you are on an ITT course at a higher education provider in England, HESA will collect data about you and provide this to The National College for Teaching and Leadership.

The National College for Teaching and Leadership is a data controller under the terms of the Data Protection Act 1998 and will process your personal data in order to carry out their public functions connected with teacher training in the UK.

ABOUT THE HESA STUDENT COLLECTION NOTICE

The HESA Student Collection Notice is regularly reviewed.  The most up to date version can be found at www.hesa.ac.uk/fpn. Minor updates to the Student Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose or administrative use) will be made no more than once per year.

YOUR RIGHTS

Under the Data Protection Act 1998 you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about the HESA Student Record please see www.hesa.ac.uk/dataprot or email [email protected]

12 Apr 2012 to 02 May 2013

HESA_Student_Collection_Notice_20120412.pdf

Student Collection Notice 2012-2013

Published 12 April 2012 - replaced with 2013-2014 version on 02 May 2013

STUDENT AND LEAVER SURVEYS

Your contact details may be passed to survey contractors to carry out the National Student Survey and surveys of student finances, on behalf of the organisations listed below under Purpose 1. These organisations and their contractors will use your details only for that purpose, and will then delete them.

About six months after you graduate, we will contact you to ask you to fill in the Higher Education Statistics Agency (HESA) ‘Destinations of Leavers from HE' questionnaire. We will not give your contact details to HESA. You may also be included in a longitudinal survey of leavers a few years after you graduate. If so, we will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them.

If you do not want to take part in these surveys, please let us know.

THE HESA STUDENT RECORD

We will send some of the information we hold about you to HESA. HESA collects, and is responsible for, the database in which your HESA student record is stored.  HESA uses this information in its own right, for example to publish statistics about students in higher education. HESA also processes information held in the database for other organisations. All uses of the HESA Student Record must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis.  It may charge other organisations that it provides services and data to, in order to cover its costs.

Sensitive personal data

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment, pregnancy/maternity or religion these will be included in the HESA Student Record to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. These fields will not be used by HESA in any way that could be used to identify you.

The HESA Student Record is used for four broad purposes:

Purpose 1 - Public functions

Education statistics and data

The HESA Student Record is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of the HESA Student Record under the terms of the Data Protection Act. Such organisations include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • Skills Funding Agency
  • National College for Teaching and Leadership
  • National Health Service (including Health Education England)
  • General Medical Council
  • Office For Fair Access
  • Quality Assurance Agency for Higher Education

 

and any successor bodies. These organisations may link information from the HESA Student Record with other information they hold. For example the Department for Education and the Department for Business Innovation and Skills link the HESA Student Record to the National Pupil Database. The linked data is used for understanding higher education and its impacts.

Other uses

The HESA Student Record may also be used by some organisations to help carry out public functions that are not connected with education. Such uses may include the following:

  • Measurement of population levels and migration by the Office for National Statistics, National Records of Scotland and the Northern Ireland Statistics and Research Agency
  • Monitoring of public expenditure by the National Audit Office
  • Monitoring of the accuracy of electoral registers by Electoral Registration Officials.

Purpose 2 - Administrative uses

Previous Qualifications -If you are enrolled at an institution in England: We and the Higher Education Funding Council for England (HEFCE) may compare your data to educational records from previous years to help determine the levels of your current qualifications. This may in turn affect the fees you are required to pay or the availability of a place for you to study with us.

Non-EU domiciled students - If you are a non-EU domiciled student HESA may be requested to provide data about you to the United Kingdom's immigration authorities. These authorities may process your personal data in order to carry out their public functions connected with immigration.

Your HESA record will not be used to make decisions about you other than for those uses outlined under Purpose 2.

Purpose 3 - HESA publications

HESA uses the HESA Student Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which are processed for Purpose 3.

Purpose 4 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 4 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA's standard agreement for the supply of data is available at http://www.hesa.ac.uk/dox/informationprovision/IP5_Terms_and_conditions_V1_7.pdf [134 KB] [134 KB]

THE HESA INITIAL TEACHER TRAINING RECORD ("ITT")

If you are on an ITT course at an institution in England, HESA will collect data about you and provide this to the Teaching Agency.

The Teaching Agency is a data controller under the terms of the Data Protection Act 1998 and will process your personal data in order to carry out their public functions connected with teacher training in the UK. 

ABOUT THE HESA STUDENT COLLECTION NOTICE

The HESA Student Collection Notice is regularly reviewed.  The most up to date version can be found at www.hesa.ac.uk/fpn.  Minor updates to the Student Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose or administrative use) will be made no more than once per year.

YOUR RIGHTS

Under the Data Protection Act 1998, you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about the HESA Student Record please see www.hesa.ac.uk/dataprot or email [email protected]

03 Nov 2009 to 12 Apr 2012

HESA_Student_Collection_Notice_20091103.pdf

Student Collection Notice 2009-2012

Published 3 November 2009 - replaced with 2012-2013 version on 12 April 2012

We will send some of the information we hold about you to the Higher Education Statistics Agency (HESA). This information forms your HESA record, which does not include your contact details.

Your contact details may be passed to survey contractors to carry out the National Student Survey and surveys of student finances, on behalf of the education organisations listed below. These organisations and their contractors will use your details only for that purpose, and will then delete them.

About six months after you graduate, we will contact you to ask you to fill in the HESA ‘Destinations of Leavers from HE' questionnaire. We will not give your contact details to HESA. You might be included in a sample of leavers who are surveyed again a few years after they graduate. If so, we will pass your contact details to the organisation that has been contracted to carry out that survey. That organisation will use your details only for that purpose, and will then delete them.

If you do not want to take part in these surveys, please let us know.

The HESA record is used for three broad purposes:

1.  Statutory functions

The HESA record is used by the organisations listed below, or agents acting on their behalf, to carry out their public functions connected with education in the UK.

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • Skills Funding Agency
  • National College for Teaching and Leadership
  • National Health Service (including Health Education England)
  • General Medical Council
  • Office For Fair Access
  • Quality Assurance Agency for Higher Education

 

The HESA record may also be used by the Office for National Statistics and the National Audit Office to fulfil their statutory functions of measuring population levels and monitoring public expenditure.

Equivalent and Lower Qualifications - This applies only to students enrolling at institutions in England: We and the Higher Education Funding Council for England may compare your data to educational records from previous years to help determine the levels of your current qualifications.  This may in turn affect the fees you are required to pay.

Your HESA record will not otherwise be used in any way that affects you personally.

2.  HESA publications

HESA use the HESA record to produce anonymised data in annual statistical publications. These include some National Statistics publications and online management information services.

3.  Research, equal opportunity, journalism, other legitimate interest/public function

HESA will also supply anonymised data to third parties for the following purposes:

  • Equal opportunities monitoring - Your HESA record may contain details of your ethnic group and any disabilities you have. For students domiciled from Northern Ireland and attending an institution in Northern Ireland it may also contain information about religion. This data is only used where it is needed to promote or maintain equality of opportunity or treatment between persons of different racial or ethnic origins, religious beliefs or different states of physical or mental conditions
  • Research. This may be academic research, commercial research or other statistical research into education where this is of benefit to the public interest.
  • Journalism, where the relevant publication would be in the public interest e.g. league tables

Anonymised data for the above purposes is supplied by HESA to the following types of user:

  • Local, regional and national government bodies who have an interest in higher education
  • Higher education sector bodies
  • Higher education institutions
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Journalists

HESA will take precautions to ensure that individuals are not identified from the anonymised data which they process.

Your rights

Under the Data Protection Act 1998, you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about the HESA record please see www.hesa.ac.uk/dataprot or email [email protected]

For students on Initial Teacher Training courses at institutions in England only:

If you are on an ITT course at an institution in England, HESA will also pass some or all of your HESA record to the General Teaching Council for England (GTC).

GTC is a data controller under the terms of the Data Protection Act 1998. GTC will process your personal data in order to fulfil its remit and its statutory obligations, including the administration of provisional registration. Except where there is a legal obligation, GTC will not share your data with any third party, except those fulfilling a service on their behalf and under their expressed instructions. 

Previous Staff Collection Notices

05 June 2015 to 28 June 2016

Staff Collection Notice 2015-2016

Note: Reference in this notice to "we" and "us" refers to the higher education provider at which you are employed.

The HESA Staff Record

Every year, we send some of the information we hold about you to the Higher Education Statistics Agency (HESA)[1]. HESA is the official source of data about UK universities and higher education colleges www.hesa.ac.uk. Your HESA information does not contain your name or contact details, but may contain your Open Researcher and Contributor ID (ORCID.org) number if you have one. If you leave your current employment and move to another higher education provider we may pass your HESA Staff ID number to your new employer to enable research into employment in the higher education sector.

It is not intended to use your HESA information to make decisions about you.

HESA collects, and is responsible for, the database in which your HESA information is stored. HESA is a registered charity and operates on a not-for-profit basis. HESA uses your HESA information itself for its own purposes. HESA also shares information from your HESA information with third parties. It may charge other organisations to whom it provides services and data. All uses of the HESA Record must comply with the Data Protection Act 1998 www.legislation.gov.uk/ukpga/1998/29/contents.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment, parental leave or religion these may be included in the HESA information to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Your sensitive information will not be used to make decisions about you.

Purposes for collecting the HESA Staff Record

Your HESA information is used for four broad purposes:

Purpose 1 - Public functions

Your HESA information is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of your HESA information under the terms of the Data Protection Act (this link explains what this means ico.org.uk/for-organisations/guide-to-data-protection/key-definitions/). Such organisations may include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Research Councils
  • Department for Education
  • Quality Assurance Agency for Higher Education
  • National Health Service

and any successor bodies. Your HESA information may also be used by some organisations who are also data controllers in common to help carry out public functions that are not connected with education such as monitoring of public expenditure by the National Audit Office.

HEFCE will link information about academic staff to Research Excellence Framework submissions in order to monitor equal opportunities in relation to that exercise.

Purpose 2 - HESA publications

HESA uses your HESA information to produce and publish information and statistics. This includes some National Statistics publications (www.statisticsauthority.gov.uk/national-statistician/types-of-official-statistics) and online business intelligence and research services. HESA will take precautions to ensure that individuals are not identified from any information which is processed for Purpose 3.

Purpose 3 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers in common listed under Purpose 1 may also supply information to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom information may be supplied for Purpose 3 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Information supplied by HESA to third parties within Purpose 4 is supplied under contracts which require that individuals shall not be identified from the supplied information. A copy of HESA’s current agreement for the supply of information is available at www.hesa.ac.uk/bds-details#e.

Purpose 4 –Clinical academic staff and health professionals only

If you work in a clinical or health-related role or department the following organisations may use your HESA information for the additional purposes described below:

The Medical Schools Council and Universities UK through the activities of its Dental Schools Council – for the purposes of:

  • Monitoring trends in clinical academic staffing as a basis for partnership between the NHS and universities.
  • Promoting, maintaining and improving high quality education, research and clinical practice in the UK.
  • Publishing results of research into clinical academic staffing at a detailed statistical level from which there may be a risk of identification of individuals through combinations of characteristics.

About the HESA Staff Collection Notice

The HESA Staff Collection Notice is regularly reviewed. The most up to date version can be found at www.hesa.ac.uk/fpn. Minor updates to the Staff Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose) will be made no more than once per year.

Your rights

Under the Data Protection Act 1998, you have rights of access to the information HESA holds about you. You will have to pay a small fee for this. For further information about data protection and the HESA Staff Record please see www.hesa.ac.uk/dataprot or email [email protected].

13 May 2014 to 05 June 2015

Staff Collection Notice 2014-2015

Published 13 May 2014 - replaced with 2015/16 version on 05 June 2015

Note: Reference in this notice to "we" and "us" refers to the higher education provider at which you are employed.

The HESA Staff Record

Every year, we send some of the information we hold about you to the Higher Education Statistics Agency (HESA)[1] Your HESA Staff Record does not contain your name or contact details, but may contain your Open Researcher and Contributor ID (ORCID.org) number if you have one. If you leave your current employment and move to another higher education provider we may pass your HESA Staff ID number to your new employer to enable research into employment in the higher education sector.

It is not intended to use your HESA staff record to make decisions about you.

HESA collects, and is responsible for, the database in which your HESA Staff Record is stored. HESA uses this information in its own right, for example to publish statistics about staff in higher education. All uses of the HESA Staff Record must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis. It may charge other organisations to whom it provides services and data.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment, parental leave or religion these may be included in the HESA Staff Record to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Your sensitive information will not be used to make decisions about you.

Purposes for collecting the HESA Staff Record

The HESA Staff Record is used for four broad purposes:

Purpose 1 - Public functions

The HESA Staff Record is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of the HESA Staff Record under the terms of the Data Protection Act. Such organisations include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Research Councils
  • Department for Education

and any successor bodies. The HESA Staff Record may also be used by some organisations to help carry out public functions that are not connected with education such as monitoring of public expenditure by the National Audit Office.

HEFCE will link data about academic staff to Research Excellence Framework submissions in order to monitor equal opportunities in relation to that exercise.

Purpose 2 - HESA publications

HESA uses the HESA Staff Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which they process for Purpose 2.

Purpose 3 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 3 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA’s current agreement for the supply of data is available at www.hesa.ac.uk/bds-details#e.

Purpose 4 - Clinical academic staff and health professionals only

If you work in a clinical or health-related role or department the following organisations may use your HESA staff record for additional purposes:

The Medical Schools Council and Universities UK through the activities of its Dental Schools Council - Monitoring trends in clinical academic staffing as a basis for partnership between the NHS and universities. Promoting, maintaining and improving high quality education, research and clinical practice in the UK. Publishing results of research into clinical academic staffing at a detailed statistical level from which there may be a risk of identification of individuals through combinations of characteristics.

About the HESA Staff Collection Notice

The HESA Staff Collection Notice is regularly reviewed. The most up to date version can be found at www.hesa.ac.uk/fpn. Minor updates to the Staff Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose) will be made no more than once per year.

Your Rights

Under the Data Protection Act 1998, you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about data protection and the HESA Staff Record please see www.hesa.ac.uk/dataprot or email [email protected]

02 May 2013 to 13 May 2014

Staff Collection Notice 2013-2014

Published 02 May 2013 - replaced with 2014-2015 version on 13 May 2014

The HESA Staff Record

Every year, we send some of the information we hold about you to the Higher Education Statistics Agency (HESA). This forms your HESA Staff Record which does not contain your name or contact details. If you leave your current employment and move to another higher education institution we may pass your HESA staff ID number to your new employer to enable research into employment in the higher education sector.

It is not intended to use your HESA staff record to make decisions about you.

HESA collects, and is responsible for, the database in which your HESA Staff Record is stored. HESA uses this information in its own right, for example to publish statistics about staff in higher education. All uses of the HESA Staff Record must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis. It may charge other organisations to whom it provides services and data.

Sensitive information

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment, parental leave or religion these may be included in the HESA Staff Record to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Your sensitive information will not be used to make decisions about you.

Purposes for collecting the HESA Staff Record

The HESA Staff Record is used for four broad purposes:

Purpose 1 - Public functions

The HESA Staff Record is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of the HESA Staff Record under the terms of the Data Protection Act. Such organisations include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Research Councils
  • Department for Education

and any successor bodies. The HESA Staff Record may also be used by some organisations to help carry out public functions that are not connected with education such as monitoring of public expenditure by the National Audit Office.

HEFCE will link data about academic staff to Research Excellence Framework submissions in order to monitor equal opportunities in relation to that exercise.

Purpose 2 - HESA publications

HESA uses the HESA Staff Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which they process for Purpose 2.

Purpose 3 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 3 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA’s current agreement for the supply of data is available at www.hesa.ac.uk/bds-details#e.

Purpose 4 - Clinical academic staff and health professionals only

If you work in a clinical or health-related role or department the following organisations may use your HESA staff record for additional purposes:

Universities UK through the activities of its Medical Schools Council and Dental Schools Council - Monitoring trends in clinical academic staffing as a basis for partnership between the NHS and universities. Promoting, maintaining and improving high quality education, research and clinical practice in the UK.  Publishing results of research into clinical academic staffing at a detailed statistical level from which there may be a risk of identification of individuals through combinations of characteristics.

About the HESA Staff Collection Notice

The HESA Staff Collection Notice is regularly reviewed. The most up to date version can be found at www.hesa.ac.uk/fpn. Minor updates to the Staff Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose) will be made no more than once per year.

Your Rights

Under the Data Protection Act 1998, you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about the HESA Staff Record please see www.hesa.ac.uk/dataprot or email [email protected]

12 Apr 2012 to 02 May 2013

Staff Collection Notice 2012-2013

Published 12 April 2012 - replaced with 2013-2014 version on 02 May 2013

THE HESA STAFF RECORD

Every year, we send some of the information we hold about you to the Higher Education Statistics Agency (HESA). This forms your HESA Staff Record which does not contain your name or contact details.

It is not intended to use your HESA staff record to make decisions about you.

HESA collects, and is responsible for, the database in which your HESA Staff Record is stored.  HESA uses this information in its own right, for example to publish statistics about staff in higher education.  HESA also processes information held in the database for other organisations. All uses of the HESA Staff Record must comply with the Data Protection Act 1998.

HESA is a registered charity and operates on a not-for-profit basis.  It may charge other organisations that it provides services and data to, in order to cover its costs.

Sensitive personal data

If you give us information about your disability status, ethnicity, sexual orientation, gender reassignment, pregnancy/maternity or religion these will be included in the HESA Staff Record to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. These fields will not be used by HESA in any way that could be used to identify you.

Purposes for collecting the HESA Staff Record

The HESA Staff Record is used for four broad purposes:

Purpose 1 - Public functions

The HESA Staff Record is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of the HESA Staff Record under the terms of the Data Protection Act.  Such organisations include:

  • Department for Business, Innovation and Skills
  • Welsh Assembly Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • The Teaching Agency
  • Research Councils
  • Department for Children, Schools and Families

and any successor bodies. The HESA Staff Record may also be used by some organisations to help carry out public functions that are not connected with education such as monitoring of public expenditure by the National Audit Office.

Purpose 2 - HESA publications

HESA uses the HESA Staff Record to produce statistical publications. These include some National Statistics publications and online management information services.  HESA will take precautions to ensure that individuals are not identified from the data which they process for Purpose 2.

Purpose 3 - Equal opportunity, research, journalism and other processing in which there is a public interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students

Users to whom data may be supplied for Purpose 3 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations
  • Unions
  • Non-governmental organisations and charities
  • Local regional and national government bodies
  • Journalists

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA's standard agreement for the supply of data is available at http://www.hesa.ac.uk/dox/informationprovision/IP5_Terms_and_conditions_V1_7.pdf [134 KB] [134 KB]

Purpose 4 -Clinical academic staff and health professionals only

If you work in a clinical or health-related role or department the following organisations may use your HESA staff record for additional purposes:

Universities UK through the activities of its Medical Schools Council and Dental Schools Council - Monitoring trends in clinical academic staffing as a basis for partnership between the NHS and universities. Promoting, maintaining and improving high quality education, research and clinical practice in the UK.  Publishing results of research into clinical academic staffing at a detailed statistical level from which there may be a risk of identification of individuals through combinations of characteristics.

ABOUT THE HESA STAFF COLLECTION NOTICE

The HESA Staff Collection Notice is regularly reviewed.  The most up to date version can be found at www.hesa.ac.uk/fpn.  Minor updates to the Staff Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose) will be made no more than once per year.

YOUR RIGHTS

Under the Data Protection Act 1998, you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about the HESA Staff Record please see www.hesa.ac.uk/dataprot or email [email protected]

03 Nov 2009 to 12 Apr 2012

Staff Collection Notice 2009-2012

Published 3 November 2009 - replaced with 2012-2013 version on 12 April 2012

Every year, we send some of the information we hold about you to the Higher Education Statistics Agency (HESA). This forms your HESA Staff Record which does not contain your name or contact details. Your HESA record will not be used in any way that affects you personally.

The HESA Staff Record used for three broad purposes:

1.  Statutory functions

The HESA record is used by the organisations listed below, or agents acting on their behalf, to carry out their public functions connected with education in the UK.

  • Department for Business, Innovation and Skills
  • Welsh Assembly Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Training and Development Agency for Schools
  • Research Councils
  • Department for Education

The HESA record may also be used by the Office for National Statistics and the National Audit Office to fulfil their statutory functions of measuring population levels and monitoring public expenditure.

2.  HESA publications

HESA use the HESA record to produce anonymised data in annual statistical publications. These include some National Statistics publications and online management information services.

3.  Research, equal opportunity, journalism, other legitimate interest/public function

HESA will also supply anonymised data to third parties for the following purposes:

  • Equal opportunities monitoring - Your HESA record may contain details of your ethnic group and any disabilities you have. This data is only used where it is needed to promote or maintain equality of opportunity or treatment between persons of different racial or ethnic origins, religious beliefs or different states of physical or mental conditions
  • Research. This may be academic research, commercial research or other statistical research into higher education where this is of benefit to public interest.
  • Journalism, where the relevant publication would be in the public interest e.g. league tables

Anonymised data for the above purposes is supplied by HESA to the following types of user:

  • Local, regional and national government bodies who have an interest in higher education
  • Higher education sector bodies
  • Higher education institutions
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Journalists

HESA will take precautions to ensure that individuals are not identified from the anonymised data which they process.

Under the Data Protection Act 1998, you have rights of access to the data HESA holds about you. You may have to pay a small fee for this. Because the information HESA holds about you does not include your name and is a copy of the information we hold, you should contact us if you want to see the information. For further information about the HESA Staff Record please see www.hesa.ac.uk/dataprot or email [email protected]

Previous DLHE Collection Notices

These can be found via the relevant year's data collection pages, in the "Text for covering emails".

Previous DLHE Longitudinal Collection Notices

For leavers who graduated between 1 Aug 2010 and 31 July 2011

Destinations of Leavers from Higher Education Longitudinal survey (LDLHE) collection notice

For leavers who graduated between 1 Aug 2010 and 31 July 2011

Note: Reference in this notice to "we" and "us" refers to IFF Research who conduct the Destinations of Leavers from Higher Education Longitudinal survey (LDLHE).

Higher Education Statistics Agency (HESA)

We will send information from this form to the Higher Education Statistics Agency (HESA).1 This data will be linked to other information held about you as a student, including information you gave when you enrolled, and details of the qualification(s) you gained. HESA may link information we have provided to other related datasets such as UCAS, NSS, Individual Learner Record and Student Loan Company data and some linked data may be used to supplement the HESA Student Record. Information about the uses of this data is available in the Student Collection Notice here.

Your HESA record and survey responses will not be used in any way that could be used to make decisions about you.

HESA collects, and is responsible for, the database in which your HESA record is stored.  HESA uses this information in its own right, for example to publish statistics about leavers from higher education. All uses of the HESA record must comply with the Data Protection Act 1998. HESA is a registered charity and operates on a not-for-profit basis.  It may charge other organisations to whom it provides services and data.

The HESA record, including Destinations of Leavers from Higher Education (DLHE) and LDLHE survey responses, is used for three broad purposes:

Purpose 1 - Public functions

The HESA record is used by some organisations to help carry out public functions connected with education in the UK. These organisations are data controllers in common of the HESA record under the terms of the Data Protection Act.  Such organisations may include:

  • Department for Business, Innovation and Skills
  • Welsh Government
  • Scottish Government
  • Department for Employment and Learning, Northern Ireland
  • Higher Education Funding Council for England
  • Higher Education Funding Council for Wales
  • Scottish Further and Higher Education Funding Council
  • Department for Education
  • Research Councils
  • The Data Service (on behalf of the Skills Funding Agency)
  • The National College for Teaching and Leadership
  • The National Health Service (including Health Education England)
  • The General Medical Council
  • Office For Fair Access.

and any successor bodies. These organisations may link information from the HESA record with other information they hold. The HESA record may also be used by other organisations to help carry out public functions that are not connected with education. Such users include the Office for National Statistics and the National Audit Office.

Purpose 2 - HESA publications

The HESA record is used to produce statistical publications. These include some National Statistics publications and online management information services. HESA will take precautions to ensure that individuals are not identified from the data which are processed for Purpose 2.

Purpose 3 - Equal opportunity, research, journalism and other processing in which there is a legitimate interest

HESA and the other data controllers listed under Purpose 1 may also supply data to third parties where there is a legitimate interest in doing so. Examples of use for this purpose include:

  • Equal opportunities monitoring
  • Research - This may be academic research, commercial research or other statistical research where this is in the public interest
  • Journalism - Where the relevant publication would be in the public interest e.g. league tables
  • Provision of information to students and prospective students.

Users to whom data may be supplied for Purpose 3 include:

  • Higher education sector bodies
  • Higher education providers
  • Academic researchers and students
  • Commercial organisations (e.g. recruitment firms, housing providers, graduate employers)
  • Unions
  • Non-governmental organisations and charities
  • Local, regional and national government bodies
  • Journalists.

Data supplied by HESA to third parties is supplied under contracts which require that individuals shall not be identified from the supplied data. A copy of HESA's current agreement for the supply of data is available here. HESA data linked to the National Pupil Database and/or Individual Learner Record data held by DfE may be supplied by HESA through DfE to researchers.  A copy of the Agreement for the supply of linked data is available here.

About the HESA LDLHE Collection Notice

The HESA LDLHE Collection Notice is regularly reviewed.  The most up to date version can be found here. Minor updates to the LDLHE Collection Notice (including organisation name changes and clarification of previously specified purposes) may be made at any time. Major updates (such as a new purpose) will be made no more than once per year.

Further contact

You may be contacted as part of an audit to check that we have undertaken this survey properly.

You may be included in further longitudinal surveys of leavers from higher education. If you do not want to take part in any of these surveys, please let your HE Provider know. 

Your rights

Under the Data Protection Act 1998 you have rights of access to the data HESA holds about you. You will have to pay a small fee for this. For further information about data protection and the HESA record please see here or email [email protected] 

Your HE Provider

If you authorise us to do so we will share your survey responses and/or contact details with the HE Provider you attended.